Discussion Points State Owned Vehicle Policy Review Agency Vehicle Acquisition Process Checklist

1. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW • Discussion Points • State Owned Vehicle Policy Review • Agency Vehicle Acquisition Process • Checklist • Request Form

2. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW Current Vehicle Policy Moratorium on purchase of new vehicles (11/03 – 11/05) - passenger cars and light trucks - limited hardship exemptions through Governor’s Budget Office (DOB) - Law Enforcement exempt Post Moratorium Vehicle Policy - November 2005 Approved purchases are for replacement vehicles only. No net increase in fleet. DOB criteria for replacement consideration: - passenger vehicle mileage must exceed 100,000 - pick-ups mileage must exceed 140,000 - new vehicle type must be similar to replaced vehicle Governor’s Budget Office must approve all agency requests for replacement vehicles. - not all high mileage vehicles will be replaced. - DOB and Legislature approved requests to purchase 334 vehicles after the moratorium is lifted. Vehicle orders may be placed in October using the new state vehicle contract.

3. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW • Vehicle Acquisition Process • This process is for all state agencies to follow regarding replacing or acquiring agency owned and managed vehicles, new or used. • These instructions will step you through the replacement process to ensure: • Statutory requirements are met regarding tracking of total fleet information; • The inclusion of the Division of Budget oversight and final approval of vehicle replacement; • Vehicles are properly tagged, registered, disposed and incorporated into the Vehicle Master Data Base; • Agencies have been instructed to appropriately update their Capital Assets Inventory Records

4. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW Vehicle Acquisition Process • STEP 1: Requesting a Replacement Vehicle • All state agencies must complete and submit to the Division of Budget, a Vehicle Purchase Request Form * for their review and approval. • This is required for the acquisition of all new or used vehicles (passenger cars, light trucks, vans, and pickup trucks.) • The required documentation will include: • specific vehicle information for the requested and replaced vehicles; • justification for replacement of a specific vehicle; • justification for any make, model, style, and/or budgeted cost variations; • justification for incremental vehicles not previously documented in current year budget enhancement narratives. • * available in the DFM section of the D of A website.

5. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW Vehicle Acquisition Process • STEP 2: Approval • The Division of Budget will review your request to compare it against approved budget allocations and for consistency of vehicle types. • Denied request returned to agency. • Approved requests will be forwarded to DFM. • STEP 3: Data Base Initial Update • a. DFM will update the Vehicle Master Data Base by creating a new vehicle record for your agency with the appropriate vehicle data and the approved date. • b. DFM will also flag the appropriate vehicle record for deletion to retire the vehicle from the database. • c. DFM will forward the approved Vehicle Purchase Request Form to your Agency.

6. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW Vehicle Acquisition Process • STEP 4: Acquisition of Replacement Vehicle • You will attach the approved Vehicle Purchase Request to a completed Agency Purchase Order (APO). • Your Agency may now process the APO against the appropriate vehicle contract* following your agency’s prescribed authorized process. • Please Note – Contracted Vendors, including State Surplus Property, will be instructed not to process any PO without a copy of the approved Vehicle Purchase Request. • Vehicle Contract can be found on the Division of Purchase website: • http://da.state.ks.us/purch/contracts/ContractData/11571.doc • STEP 5: Title and Registration • Your Agency must complete all title and registration requirements in accordance with existing policy/procedures as outlined on the Kansas Department of Revenue website.

7. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW Vehicle Acquisition Process • STEP 6: Vehicle Tags • Your agency must submit either a copy of the Certificate of Origin or the Certificate of Title to DFM to process the acquisition of tags for your vehicle. • b. DFM will update the new vehicle record created in step 3 in the Vehicle Master Data Base. • c. DFM will ship your new tag to your requested agency destination. • Please note - DFM will notify the Division of Budget of any make, model, style and/or price variations from the original approved request. • STEP 7: Disposition of Replaced Vehicle • Your Agency is responsible for the retirement/disposition of the replaced vehicle. • Further information may be found in the “The State Surplus Property Program” documentation web page.

8. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW Vehicle Acquisition Process STEP 8: Return Old Tags You are required to return the old tags, from the replaced vehicle, to DFM within 30 days as evidence of vehicle disposal, which then triggers the update to the Vehicle Master Data Base to remove that vehicle from your agency’s total inventory. Please Note – until the old tags have been returned and the Vehicle Master Data Base has been appropriately updated, you will actually own two vehicles. Depending upon the time of year for acquisition of your replacement vehicle, your agency may pay registration fees for both vehicles. STEP 9: Update Capital Asset Records Your Agency will need to follow appropriate internal procedures to update your capital asset inventory records with the addition and/or deletion of an asset. For reference purposes, Form DA-83 serves as an example of an asset update tracking document and can be found at: (http://da.state.ks.us/ar/forms/default.htm)

9. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW Vehicle Purchase Request Form

10. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW

11. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW

12. AGENCY VEHICLE MANAGEMENT PROCESS REVIEW Questions regarding this process can be forwarded to: Philip.Hurley@da.ks.gov phone#: 785-291- 3451